2008 Board Meeting Minutes

(Board Meeting Minutes: Saturday January 5, 2008)
(10sm, Mercy Fitness Center, Fort Smith, Arkansas)

Board Members:
Present: Ben Upchurch, Bruce Dunn (Pres.), Hector Mendoza (Vice Pres), Jeff Williams (treasurer)
Absent: Hunter East, Jeff Harris
Quorum present? Yes

Others Present:
Fast Girls/Slow Guys, Tri-Peaks, Mercy, Team Lewis and Clark, BMC, Tyson, DSCC, Harrison Parks and Rec., AMBCS, George Heagerty-USA Cycling, Dirk Cowley-Sports Base Online, and OK Bicycle Assoc.

Proceedings:

· 9am to 10am: Preliminary gathering to review the finish line camera system

· Meeting called to order at 10:00 a.m. by President, Bruce Dunn

1. Arkansas Cycling – Licensed riders, club participation and number of races are increasing.  Annual USCF licensed issued over the past three years: 2005 – 210, 2006 – 265, 2007 - 271
2. Club/Team Responsibility – a discussion centered on clubs/team becoming more involved with the coalition.  The following items were presented to the teams and some areas were filled (highlighted in blue) and others remain open.
1. Permitting – Mercy (Hector Mendoza)
2. Officials – Mercy (Roger Cravey)
3. Operations/Equipment
1. Finish Line syste
2. New equipment
4. Upgrades – Tyson (Vince Cucco)
5. Web site – Team Lewis and Clark (Paxton Roberts)
6. BAR/BAT – Team Accelerade (Mark Griese)
7. Marketing
1. Result
2. Awards
8. State Championship events
1. Bid proces
2. Sponsorship/underwriting
9. Awards (jerseys/medals) and promotion
10. Year-end banquet / meeting
11. Memberships (club and rider interface)
12. Bylaws – Mercy (Roger Cravey) & Team Lewis and Clark (Paxton Roberts)
3. Race promotion – each USCF sanctioned club must promote or co-promote a race.
4. Coalition Membership Dues – Continuation of a three tired system ranging from $100 to $500 for each USCF/USAC club.  See budget for details.
5. Officers and Board Elections – Since the coalition does not have a formal set of bylaws in place, only an executive board was elected.  The EB along with the bylaws’ coordinators will draft a set of bylaws by next year’s meeting.  The EB for ’08 is: Bruce Dunn (pres), Hector Mendoza (vp), Jeff Williams (treasurer), Ben Upchurch, Roger Cravey, Jeff Harris and Paxton Roberts.
6. Upgrades: Vince Cucco
1. Discussion centered how to upgrade riders from Arkansas who rarely participate in the minimum field requirements for mandatory upgrade points.  Vince will work to develop a system to pro rate points based on field sizes.  It was discussed to still have some discretion in the process.
7. Officials: Bruce Dunn
1. Roger Cravey was appointed to coordinate officials.
2. Any club or promoter who promotes an event must adhere to the Arkansas Bicycle Coalition Race Procedures.  Rogers will be working with all promoters to make sure there is adequate numbers of officials to effectively score, time and officiate an event.
3. Rogers will work with promoters to assign the Chief Referee.  The promoter and the CR will then be responsible for securing their officials per the guidelines of the coalition
4. C clinic – March 15 in Ft. Smith.  Info to follow.
5. Moto official clinic – March 29 in Fayetteville.  USA Cycling will fly in a facilitator for the clinic.
8. Races
1. Permitting process – promoter listed as a contact under the club
2. The coalition encourages all promoters to use the on-line permitting process.  This saves both time and money.
9. www.arkansasbicyclecoalition.org web site
1. Team Lewis and Clark (Paxton Roberts) needs content in order to get the site to full capacity.  Paxton’s contact is: paxton@skylookvisuals.com
10. ABC Budget (review of 2007 actual and 2008 projected - see attachments
1. Discussion focused on equipment for race promotion materials.  Ben Upchurch offered to research cost for a trailer to house equipment.
11. Club/team growth initiatives – the coalition encourages clubs to ask their membership to become an annual license holder of USA Cycling.
12. 2008 Race Schedule – see attachment
13. State Championships – PLEASE NOTE: to be eligible for a state championship medal/jersey, a rider must be an annual member of USA Cycling. 
1. State Road Race – Team Lewis and Clark
2. Time Trial - CARVE
3. Criterium- ?

PRESENTATIONS:

1. SportsBaseOnline – Dirk Cowley
1. SBO’s rebate to the ABC for races for that used their registration services for 2007
2. On-line registration services.
3. Raceday registration software.  Any promoter/race that uses SportsBaseOnline.com for registration will receive a free software (Excel) package to run race day registration and results.
2. USA Cycling Regional Representative
1. Insurance for tour events is available through USA Cycling.
2. Self insurance offered by USA Cycling
3. Support officials
4. Results – send in ASAP
5. Chief Referee and Promoter go over Post Event Checklist
6. Rules changes  - there are more, but below are some that were specially noted.
7. For National Championships anyone 17 years old and up will have to have a UCI compliant bike.
8. State Championship events are now required to be LAJORS (Lance Armstrong Junior Olympic Race Series) events.  Applications can be downloaded from the USAC web site.  This will not cost the promoter anything since medals are provided by USAC.
9. If a rider is of Junior age, then Junior gears MUST be used for ALL races.
10. No headphones on race site while on your bike.
3. Best Arkansas Rider and Best Arkansas Team competition – Bruce Dunn
1. Mark Griesse has taken over the coordinator.  Mark will be adding events to the calendar, contacting promoters to confirm race information and most importantly adding results after each race to the coalition web site.
2. Updated the group on the rules and structure of the competition. 
3. 2007 awards were discussed and are attached.

· Other business:

· Meeting adjourned at 3:00 p.m.
· Minutes submitted by President, Bruce Dunn

2007 Board Meeting Minutes

(Board Meeting Minutes: Sunday January 7, 2007)
(10am, Mercy Fitness Center, Fort Smith, Arkansas)

Board Members:
Present: Ben Upchurch, Steve Shepherd, Bruce Dunn, Chuck Gordon, Neal Picken
Absent: Hunter East, Hector Mendoza, Sandra Jones, Johnny Jones
Quorum present? Yes (proxy vote given by Hector Mendoza to Roger Cravey)

Others Present:
Fred Phillips, Andres Angulo, Vince Cucco, Roger Cravey, Chris Foster, Beau Theriot, Justin Rasnide, Nathan Vandiver, Ian Hope, George Heagerty-USA Cycling, Dirk Cowley-Sports Base Online, Paxton Roberts/Snow Winters-SkyLookvisuals.com and Jack McNeal/Nathan Leigh-OK Assoc.

Proceedings:
· Meeting called to order at 10:00 a.m. by President, Bruce Dunn

1. Upgrades: Vince Cucco
1. Discussion centered on Category 3 to Category 2.  69 upgrades were requested in 2006
2. Officials: Mike McDonald
1. Any club or promoter who promotes an event must adhere to the USA Cycling rules for compensating officials at races.  We cannot ask officials to travel for free, get up at midnight to drive to a race (instead of a promoter finding them accommodations) or worse not paying them the USA Cycling rates.  Additionally, Mike will be working with all promoters to make sure there is adequate numbers of officials to effectively score, time and officiate an event.
2. Mike will identify two or three officials to be trained on finish line equipment to be used at races that do not have timing companies.  Mike and these officials will act as assistant judges at races and work with the Chief Judge and promoter to time and score events.
3. B clinic. Oklahoma would like to work with us on the B clinic.
1. Marc Langille will coordinate with Mike McDonald for a B clinic in February
4. Steve Shepherd will hold a C clinic in central Arkansas area.  ABC suggests teams and clubs have their members attend the clinic. Date dependent on B clinic.
5. Moto official clinic – hold in conjunction with Oklahoma.  USA Cycling will fly in a facilitator for the clinic.
1. Use the Christian Motorcycle Association.
3. Officer Election – Jeff Williams, CPA was elected to the ABC board as treasurer.  The coalition voted to approve up to $400 in annual accounting services to performed by Jeff.  Jeff’s rate the coalition will be $50 per hour.
4. Coalition will ask Hector Mendoza to review current bylaws and officers for a mid-year discussion
5. Club / Team responsibility
1. Race promotion – each USCF sanctioned club must promote a race.
2. Coalition Membership Dues – A three tired system ranging from $100 to $500 for each USCF/USAC club.
6. Races
1. Permitting process – promoter listed as a contact under the club
2. The coalition encourages all promoters to use the on-line permitting process.  This saves both time and money.
7. Logo design for the ABC – SkyLookvisuals will develop three designs for review.
8. www.arkansasbicyclecoalition.org web site
1. A one-time set-up and redesign fee was approved (see budget).  Both SportsBaseOnline and SkyLookvisuals will work together to implement a new and extremely functional web site.
9. ABC Budget (review of 2006 actual and 2007 projected - see attachments
1. Discussion focused on electronic hardware and software for races that cannot afford a timing company.  The coalition voted to approve the purchase of a laptop, digital camera, software, printer and storage containers.
2. Additional discussion on race promotion materials such as cones, etc concluded that each race/club can utilized local municipalities/construction companies for barricades and cones and that races with a close proximity to each other could pool their resources to purchase other needed race day equipment.
10. Club/team growth initiatives – the coalition encourages clubs to ask their membership to become an annual license holder of USA Cycling.
11. 2007 Race Schedule – see attachment (AR races in bold/blue type)
12. State Championships – PLEASE NOTE: to be eligible for a state championship medal/jersey, a rider must be an annual member of USA Cycling. 
1. State Road Race
2. Time Trial
3. Criterium

PRESENTATIONS:

1. SportsBaseOnline – Dirk Cowley
1. SBO’s rebate to the ABC for races for that used their registration services for 2006 is $228.40.
2. On-line registration services.
3. Raceday registration software.  Any promoter/race that uses SportsBaseOnline.com for registration will receive a free software (Excel) package to run race day registration and results.
2. USA Cycling Regional Representative
1. Insurance for tour events - $1.30 per rider
2. Self insurance offered by USA Cycling
3. Support officials
4. Results – send in ASAP
5. Chief Referee and Promoter go over Post Event Checklist
6. Rules changes  - there are more, but below are two that were specially noted.
7. If a rider is of Junior age, then Junior gears MUST be used for ALL races.
8. No headphones on race site.  This is just like riding your bike before a race and you aren’t wearing a helmet.
3. SkyLookvisuals.com – Paxton Roberts and Snow Winters
1. Presented a comprehensive design and implementation plan for an updated and well-maintained ABC web site.  More news to follow on this development.  Planned release date is March 1.
2. Paxton and Snow will also work on releasing a race/event web site that promoters can purchase from their company.
4. Best Arkansas Rider and Best Arkansas Team competition – Ben Upchurch
1. Updated the group on the rules and structure of the competition.  2007 will be the first “official” posting of standing, as well as awards.
2. Arkansas/Oklahoma Spring Point Series - Nathan Leigh
3. Presented a seven to eight race series involving the early seasons races in OK and AR.  The idea is to promote the events by a postcard, web site and series awards to certain categories.

· Other business:

· Meeting adjourned at 3:00 p.m.
· Minutes submitted by President, Bruce Dunn